Vehicles
The vehicle record: what it holds, which fields are required, and how status is set for you.
A vehicle is the thing that carries the work. Everything else in the Fleet section — inspections, work orders, service schedules, health scores — hangs off a vehicle record, so it is worth getting the record right before you build maintenance on top of it.
Who can do this
- Role
- Administrators
- Permission
vehicles:readvehicles:writevehicles:delete
Drivers do not see the vehicle list. They see the vehicle they are assigned to, in the driver app.
Identity and the two required fields
Only two fields are required, and both must be unique across your organisation:
- Vehicle number — your internal reference, up to 50 characters. This is what appears in work orders, alerts and the driver app.
- License plate — up to 20 characters.
Reusing either one returns a conflict rather than creating a second record, so retiring a vehicle and re-issuing its number needs the old record edited or deleted first. Everything else — VIN, make, model, year, colour, trim, capacity, fuel type, transmission — is optional and can be filled in later.
The form is split into collapsible sections so you can create a minimal record now and complete it later.
- 1
Open the vehicle list
VehiclesThe list opens with a stat strip across the top — Active, In maintenance, Out of service, Inactive and Unassigned. Each cell is a filter: selecting one narrows the list to exactly the rows it counted.
- 2
Fill in Basic Information
Vehicle number and license plate live here, alongside Status and Ownership Type. This is the only section you have to complete.
- 3
Add the details you have
The remaining sections are Identification and Registration, Capacity, Operations and Lifecycle, Compliance and Insurance, Maintenance, Features and Equipment, and Notes. Leave a section closed and its fields stay empty — nothing is inferred.
- 4
Assign a driver, if there is one
Driver assignment is a separate action on the list row, not a field in the form. A vehicle carries at most one assigned driver.
The four statuses
| Status | What it means | How it gets set | Typical use |
|---|---|---|---|
| Active | In service and available for work | Manually, or restored when the last work order closes | The default for a running fleet |
| In maintenance | Off the road while being worked on | Set for you by a critical or high-priority work order | Repairs and servicing |
| Out of service | Not available, and not being worked on | Manually only | Awaiting disposal, impounded, written off |
| Inactive | On the books but dormant | Manually only | Seasonal or reserve vehicles |
Features and equipment
Eleven equipment flags are recorded per vehicle: Air Conditioning, WiFi, Security Camera, GPS Tracking, Refrigeration, Lift Gate, Dashcam, Tailgate Loader, Partition, Safety Beacon, and ELD. They are descriptive — nothing in dispatch currently filters on them — so treat them as the answer to "can this vehicle take that load", not as a routing constraint.
Capacity is separate and numeric: weight in kilograms and volume in cubic metres. Vehicle type is a fixed list — sedan, SUV, van, pickup, box truck, flatbed, refrigerated truck, trailer, motorcycle and other.
Compliance dates
Insurance expiry, next inspection due, and registration expiry are plain date fields, but the product reads them back. Each vehicle carries two computed flags — insurance expired and inspection overdue — which drive the compliance filters, the vehicle statistics, and the expiring-insurance and due-inspection views. A date you never fill in is a compliance check that silently never fires.
Finding vehicles
Search matches on vehicle number and license plate only. Everything else is a filter, grouped into State, Fleet, Assignment and Compliance. Group, make and model are partial and case-insensitive; GPS device id must match exactly.
The two compliance filters — insurance expiry and inspection due — are single upper bounds rather than ranges, offered as Already past, Within 30 days, Within 60 days and Within 90 days. Four quick views sit above them: Active, Unassigned, Insurance due and Inspection overdue.
Terminology
Your organisation can rename these. If your screens say something else, this is what they mean here.
- Vehicle
- The asset that carries out work. Some tenants call these trucks, vans, units or assets.Rename it in Settings → Terminology
- Driver
- The person assigned to a vehicle. Some tenants call these operators, couriers or crew.Rename it in Settings → Terminology